Total Air – HVAC & Air Conditioning

Location: Osborne Park, WA

Total Air is looking for an organised and proactive Accounts Officer to manage both accounts payable and accounts receivable and support the day-to-day financial administration of our growing business.

This role is ideal for an experienced accounts professional who enjoys variety, takes pride in accuracy, and is confident managing supplier payments, customer invoicing, reconciliations, and the follow-up of overdue accounts.

Working closely with management and our operations team, you will help ensure suppliers are paid correctly and on time, customer invoices are issued promptly, and outstanding payments are actively followed up. Your attention to detail and ability to meet deadlines will support our service, installation, and project operations.

We’re seeking someone who is reliable, solutions-focused, and comfortable taking ownership of their work. Experience within HVAC, construction, or trade-based industries will be highly regarded.

Key Responsibilities

Accounts Payable

- Establishing and maintaining supplier accounts, coordinating onboarding documentation, and directly verifying supplier bank details before payments or changes are processed.
- Reviewing supplier invoices for correct pricing, quantities, GST, and supporting documentation, and matching them against approved purchase orders and work orders.
- Allocating costs to the correct project or job within Ascora and obtaining the necessary internal approvals before processing invoices in Xero.
- Managing invoice due dates, preparing payment runs for approval, and issuing remittance advice to suppliers.
- Reconciling supplier statements, investigating discrepancies, resolving invoice queries, and ensuring all transactions are accurately recorded.

Accounts Receivable

- Preparing and issuing customer invoices, including deposits, progress payments, and final invoices where applicable.




- Checking invoices against approved quotes, completed work, and authorised variations to ensure customers are billed accurately.
- Recording and allocating customer payments, reconciling customer accounts, and maintaining accurate account details.
- Monitoring outstanding invoices and proactively following up overdue accounts by phone and email in a professional and consistent manner.
- Responding to customer billing enquiries, issuing statements, and working with the operations team to resolve invoice disputes or payment delays.

Reconciliations & Finance Support

- Completing regular bank, credit card, supplier, and customer account reconciliations, and investigating any discrepancies.
- Reviewing and processing employee expense claims and reimbursements in accordance with company policy.
- Preparing aged payable and receivable reports, highlighting upcoming payment commitments and overdue customer balances to management.
- Supporting month-end processes through reconciliations, accurate recordkeeping, and the preparation of supporting documentation.
- Identifying opportunities to improve invoicing, payment collection, accounts processes, and financial controls.

Skills & Attributes

To succeed in this role, you will bring:
- A strong working knowledge of both accounts payable and accounts receivable processes.
- Hands-on experience using Xero, with confidence managing invoices, payments, reconciliations, and accounts reports.
- Excellent attention to detail, particularly with data entry, GST, account coding, and job cost allocations.
- Clear,



professional communication skills and the confidence to follow up overdue payments while maintaining positive customer relationships.
- Robust organisational skills, with the ability to manage competing priorities, meet deadlines, and work independently.
- Intermediate Microsoft Excel skills and the ability to learn and work across accounting and job management systems.
- A proactive, practical approach to resolving discrepancies, following up missing information, and keeping accounts up to date.
- Discretion when handling financial information and a willingness to work collaboratively with management, suppliers, customers, and the wider team.

Qualifications & Experience

The successful candidate will have:
- At least three years’ practical accounts experience within Australia, covering both accounts payable and accounts receivable.
- Demonstrated proficiency in Xero, including customer invoicing, supplier bills, payment allocation, and reconciliations.
- A sound understanding of bookkeeping principles, GST treatment, and day-to-day accounts administration.
- Experience within construction, HVAC, or trade services, and familiarity with Ascora will be highly regarded.
- Full and unrestricted Australian working rights (essential).

About Us

Total Air, based in Osborne Park, is a family-owned and operated business proudly serving the HVAC and air conditioning industry. With a strong focus on quality, reliability, and personalised service, we provide heating, cooling, and ventilation solutions for residential and commercial clients. At Total Air, we value integrity, teamwork, and continuous improvement. This is an opportunity to join a growing business where your contribution is valued and where you can take ownership of a varied, hands-on accounts role.

To apply, please submit your resume and a brief introduction outlining your accounts payable and receivable experience.

📌 Accounts Payable (Osborne Park)
🏢 TOTAL AIR CONDITIONING AND ELECTRICAL
📍 Osborne Park